Property Coordinator - CASA

Summary:  Property Coordinator performs a range of duties essential to achieving our mission of providing access to stable, affordable housing for people who are homeless or at risk of becoming homeless. This position manages a portfolio of rental properties, engages in strategies that maximize income, and promotes positive relations throughout the resident lifecycle. The property specialist requires a balance of knowledge and skills to successfully navigate resident retention and satisfaction, rent collection and vacancy optimization, and the achievement of key performance metrics expected from high performing teams.

 Duties and Responsibilities include the following.  

• Assumes ownership of property performance such as occupancy, retention, resident relations, and resident satisfaction in alignment with our human-centered design framework and lean process improvement practices.
• Performs range of property management and business solutions functions to include sales and marketing, financial reporting, documentation, bookkeeping, and compliance.
• Initiate the collection of rent, fees, and other obligations; work collaboratively with prospects for options or scheduling of plans; identifies resources and support for those that need CASA housing.
• Manages current and future occupancy by initiating and coordinating lease signings; coordinates with prospects, subsidy providers, case managers, etc. to collect documentation, complete inspection, and finalize signing.
• Fully understands the move in process and all its components to ensure prospects are accurately qualified to be housed at CASA.
• Walks property exteriors prior to move in to identify and report necessary repairs; create and submit detailed work orders; schedules and performs in-unit inspections prior to prospect moving in.
• Maintains organized and updated resident files, records, and ongoing communications and associated documentation in alignment with internal and external compliance measures.
• Proactively plans move ins, anticipates vacancies, performs on site checklist inspection; markets desirable features/amenities and assertively matches applicant and unit.
• Coordinates rental increase and re-certifications with local Housing Authorities and other subsidy providers. Understand third party subsidy expectations and guidelines.
• Coordinate inspections and speak with prospects, subsidy providers, maintenance, and case managers concerning and confirming inspections, and entering detailed work orders.
• Process applications, pull vacancy reports and mail out notices and communications to prospects in a timely manner. Contact support team, subsidy providers, etc., if needed.
• Build a good relationship and be responsive to prospects and service providers. Responsible for handling all prospect concerns and issues prior to move in. Documents all conversation in tenant file in a timely manner, reaching out to tenant support teams and funders, sending notices when needed and processing all initial lease signings.
• Assist/prepare monthly, quarterly, and annual monitoring reporting.
• Take prospect calls and all calls concerning unit availability and document in appropriate systems. Notify maintenance of emergency when needed.
• Conduct meetings in-person with prospects, case managers, etc. prior to move in.
• Responsible for training new Property Coordinator personnel.
• Completes annual required trainings.
• Perform other responsibilities and/or tasks as assigned by supervisor or other management staff.
• Meet with staff, supervisor, maintenance, etc., to discuss vacancies, maintenance information, property concerns, and all pertinent information related to the move in process.
• Conduct meetings with maintenance concerning vacancies, make ready’s, inspections, etc., biweekly, monthly, or as needed.

Success Behaviors:

• Energetic self-starter & critical thinker; demonstrates initiative & wiliness to go extra mile in any situation.
• Practiced communication and interpersonal skills with ability to lead and inspire others.
• Driven by achievement of goals & desire for continuous improvement; expert problem-solving acumen.
• Excellent command of modern marketing and sales techniques; customer experience expert
• Possess inherent philosophy that extended vacancies & operational inefficiency are not acceptable.
• Applies lean thinking, principles, and practices to processes and provides recommendations and/or implementation for continuous improvement.
• Excellent organizational and time management skills with ability to balance quickness & quality.
• Proficient technology skills to include Office 365 suite products, other internal software programs and related third party vendors.
• Commitment to CASA’s mission, vision, and demonstration of core values in daily work.

Minimum Qualifications:

• Combination of experience and/or education in business, management, sales, real estate, property management, or case management
• Successful track record managing PSH, HUD Project based or Section 8 Housing- 1 year or more
• Ability to assess income eligibility, rents, and property-specific compliance requirements
• Related industry recognized certification or ability to acquire in six months
• Working knowledge of related industry standards and regulations
• Excellent organizational, time management, and interpersonal skills; ability to deescalate conflict
• Minimum of 1-2 years’ experience in the property management or housing area.

Preferred:

• Certified Occupancy Specialist certification
• Property management software experience
• Demonstrated leadership skills.